INTRODUCTORY MICROSOFT ACCESS Lesson 6 – Integrating Access

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Presentation transcript:

INTRODUCTORY MICROSOFT ACCESS Lesson 6 – Integrating Access

Objectives Import and export data between Office applications. Create a form letter. Edit the recipient list to print only selected form letters. Create and print mailing labels. Create a data access page.

Terms Used in This Lesson Data access page Data source Form letter Main document Merge fields

Importing and Exporting Data Because Office is an integrated suite of programs, you can easily import and export data between applications. Word to Access – you can easily paste or import a list of names and addresses from a Word document into an Access database. Access to Word – you can also export table records from an Access database into a Word document, or merge database records with a Word document to create a form letter.

Importing and Exporting Data Access to Excel – you can export Access data into an Excel worksheet and apply calculation and data analysis features. Each record appears as a row in the worksheet and each field converts to a column. Excel to Access – you can also import data from an Excel worksheet into an Access database table. The copied or cut cells will appear in the table beginning with the highlighted entry.

Creating a Form Letter A form letter is a word processor document that uses information inserted from a database in specified areas to personalize a document. To create a form letter, you export recipient information from a data source, such as an Access database, to a document in Word, called a main document. You can insert merge fields in the main document where you want to print the recipient information from the data source.

Creating a Form Letter Word provides a Mail Merge task pane that makes it easy to create a form letter. To access the Mail Merge task pane, choose Letters and Mailings on Word’s Tools menu. Choose Mail Merge Wizard from the submenu and the task pane appears.

Creating a Form Letter Follow the six steps in the Mail Merge task pane to create a form letter: Step 1 – choose Letters as the main document. Step 2 – select the starting document. Step 3 – specify a data source. Step 4 – insert the merge fields. Step 5 – preview the letters and edit the recipients to be included in the merge. Step 6 - complete the merge and print the letters.

Creating Mailing Labels Creating mailing labels is very similar to creating form letters. Choose Labels as the starting document. Specify a main document and a data source. Choose the label options. Insert the merge fields that contain the address information. Print your mailing labels.

Creating a Data Access Page A data access page is an object created in a database that lets you publish other objects, such as tables, forms, and reports, to the Web. You can then view the database using the Web. You can create a data access page using the Page Wizard, which will ask you questions about the fields, format, and layout, and then create a page based on your answers.

Data Access Page

Summary Because Office is an integrated suite of programs, you can easily import and export data between applications. A form letter is a word processor document that uses information from a database in specified areas to personalize a document. To create form letters, you insert merge fields in the main document that are replaced with information from the data source.

Summary Creating mailing labels is very similar to creating form letters. The Mail Merge task pane makes it easy to create form letters or mailing labels. A data access page is an object created in a database that lets you publish other objects, such as tables, forms, and reports, to the Web. You can then view the database using the Web.